District Fleet Manager - AP-104 Mobile Medical Unit
JOB DESCRIPTION:
1. JOB TITLE: Fleet Manager
2. REPORTS TO: Administrative reporting to District Manager and functionally to Fleet Head
3. SUBORDINATES:
a. Driver cum Support staff
4. WORK PLACE & SCHEDULE: The place of work would be at District Head Office. The work timing is 9:30 am to 6:00 pm, 6 days in the week, Sundays off/Weekly Offs as per the work plan communicated by The State Project Manager. In case if required he/she should be available 24/7 * 365 days in a year.
5. TRAVEL: Fleet Manager position would involve extensive travel across all Mandals in the district for supervisory/ Fleet Servicing purposes. Should be available for any Regional/District level meetings as and when required. Needs to travel to vehicle service stations and vehicle parking places for monitoring and quality check of MMUs Fleet performance.
6. REGISTERES OWNED:
· Fleet Master data
· District & Mandals Level Service stations contact details
· MMU mechanical and medical equipment checklist
· Fuel filling stations, Fleet cards & Consumption registers
· Service Process Manual
· Fleet records like MMU log sheets, camping schedules, Breakdown & Service registers & MMU KMPL, accidents and insurance claim registers.
· MMU Registration certificate, Pollution, Fitness Warranty details, General Servicing schedules etc…
7. TA & DA: Fleet Manager position involves in extensive traveling across all the all the District. In case of any travel to the district to Regional Head offices or Vehicle Parking places and for district level meetings & monitoring visits (as per approval from reporting manger). The Fleet Manager is entitled for TA & Hotel expenses as per company travel policy.
8. JOB FUNCTIONS:
| Category | Description | ||
| ASSETS & EQUIPMENT | MMU Assets & equipment custodianship | ||
| PEOPLE MGMT | Drivers Management, welfare, Team Training and performance management. Arrangement of ADHOC staff of Driver in the MMUs as and when required. | ||
| FINANCIAL MGMT | Should maintain records of ADHOC resources utilized in the district and should communicate & coordinate with HR Department through Regional Manager for payment of such ADHOC payments. | Management of Cash book for advances released from the Accounts Department. | Timely submission fuel, travel and other petty cash expenses within 07 days of such expenditure to accounts department with due approvals from The reporting Manager. |
| INFORMATION & COMMUNICATION | Supporting Field Operations team for MMU maintenance, servicing, Accident vehicles repairs, Insurance claims management & communication with local services centers for timely vehicle servicing & repairs. | ||
| COMPLIANCE | Fleet Management process accountability, compliance and improvement. | ||
| SUPPLY CHAIN | Ensuring supply of required quantity of fuel, lubes and lubes for efficient functioning of MMU vehicles. Ensuring availability of spares, lubes and back-up mechanical tools to all MMUs. |
10. EQUIPMENT PROVIDED: The Fleet Manager is responsible for all MMUs, Mechanical & Medical and Non-Medical equipment installed or provided for smooth operation of MMUs. He will be the custodian of all equipment (IT & Non-IT) provided by the company.
11. CRITICAL AREAS IN JOB: Meeting Key Performance indicators of the Fleet Management and interpersonal skills, MMU Uptime accountability, MMU custodianship, Driver management, KMPL & team skill development.
12. GRIEVANCE RECORDING: Fleet Head & State Program Head at State Headquarters.
13. DISCIPLINARY COMMITTEE: As per instructions from HO
14. SUBSTITUTE POSITION IN CASE OF ABSENCE: Fleet Managers in his team will be deputed by Fleet Head on temporary basis. If any Fleet Manager is absent for duties without proper notices / communication to reporting Manager, then such Fleet Manager will be liable for suspension / disciplinary action as per company HR Disciplinary procedures.
| Sr No | Performance Matrix | Target | Description of Job | ||||
| 1 | OFF ROAD Status | >99% uptime | * To track the off-road status of the MMU as per VAS and to check with the vehicles over phone daily against total fleet held. (District wise and Segment wise) | ||||
| * To Identify the reasons for off road and guide to attend Drivers for fast recovery. | |||||||
| * Allot the work to a correct vendor for works and material for early resumption of the vehicle. | |||||||
| 2 | Mileage (KMPL) | >9 KMPL | * To Counsel the pilots on daily basis, at the rate 5 per each division. | ||||
| * To guide the pilots in Knowledge sharing and technical support for better KMPL improvement. | |||||||
| * To inspect the low KMPL vehicles physically @ 20 per month | |||||||
| * To educate and ensure posting of ODO meter reading and fuel quantity in the FMS system immediate after swiping. | |||||||
| * To assign and fix up the fuel filling stations to the ambulances to reduce Non-Operational KM's. | |||||||
| 3 | SCHEDULED SERVICINGS & REFURBISHMENT | 100% | * To ensure the schedule servicing adherence (can mention 100% ss adherence) on daily basis by all Fleet Managers. | ||||
| * To Inspect the vehicles physically which are due for refurbishment and to prepare a refurbishment plan of the coming month. This should also reflect in 'vehicle down time planner' To Execute the refurbishment process which includes physical inspection of vehicle, Job description and work estimation, getting quotations from minimum 3 vendors, getting Surveyors inspection and report before and after repair, obtaining the approval of State Project Manager, allotment of work to the vendors, inspection in between and after completion of work, collection of bills from vendor, validating and submission of bills to Accounts Department with due approvals from Fleet Manager. | |||||||
| 4 | FITNESS REPAIRS WORKS | 100% | * To alert, monitor and follow with FE on the plan for Fitness Certification given by SHO. To support the Driver in getting the Certification from RTA and with SHO fleet for chalan payment or data transfer on time. Responsible to see that no vehicle runs without FC. | ||||
| 5 | ACCIDENTS | <24 hours (minor) | <76 hours (Major) | * To escalate the information of Accidents / incidents to DM/RM/FH and to SPH whenever happens along with the resumption plan. Incorporate in the 'Down time Planner' | |||
| 6 | VEHICLE INSPECTIONS | > 20 MMUs/Month | * To inspect twenty vehicles/ 5 districts to ensure complete serviceability in all respects through Drivers and Service Engineers of concerned service stations. The checking point preferably at congregation point of major Vet. hospital of that Mandals/district. | ||||
| 7 | BILLS | <10 Days / Expenditure date | * To ensure all the bills related to vehicle maintenance from Service Stations / Drivers are in order as per process. To verify the prices for correct ness with regard to price & vendor and send to H.O as per the standard time lines. Fleet bills pertaining to 1st to 15th of the month to be sent before 22nd and from 15th to 30th/31st of the month to reach HO before 07th of the next month. | ||||
| 8 | OTHERS | Warranty Claims | Vendor Management | Training (2 Sessions in a month) | * To take up the warranty issues of the vehicles with the vendors or OEMs, initiate the surveyors reports, initiate the insurance claims and support the Fleet Managers till the claim recovery obtained by repair or by replacement | * To develop the vendor base in the districts at the rate of 2 vendors for Body repairs, 3 vendors for mechanical repairs and 2 vendors for electrical repairs. | * To implement the training for the Drivers in districts as per the training hours given by SHO for refresher training in field. |